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9

INVITATION FOR BIDS / NIT 

 

Director, NIIST,  Industrial Estate, Pappanamcode, Trivandrum  ‐ 695019  (Kerala), 

India invites sealed bids from you for the following Equipments:‐  

 

Sl. 

No. File No. 

Description of items 

 

 

Quantit

y 

 

Single/ 

Double 

bid 

Bid 

Security 

(EMD) in 

Indian 

Rupees 

1.  PUR/IMP/072/13 

FABRICATION, ERECTION AND COMMISSIONING OF DEMONSTRATION PLANT FOR CLOSED COIR RETTING AT SANTHIGIRI, KOOTTUKUDUMBA COIR UNIT, THAVANKADAVU, CHERTHALA, ALAPPUZHA 

1  Double   Rs. 65000

2  PUR/IMP/081/13 

FABRICATION, ERECTION AND COMMISSIONING OF DEMONSTRATION PLANT FOR BANANA FIBRE EXTRACTION AT KULATHOOR, MAVILAKADAVU, THIRUVANANTHAPURAM

1  Double  Rs. 25000

   

1. ITB, GCC,  SCC,  Price  Schedule  forms,  schedule  of  requirement  other  standard 

forms have been attached, which will form part and parcel of this tender. 

 

2. A Pre‐bid conference will be held on 21.11.2013 at 1100 hrs IST at CSIR‐ NIIST. 

All interested bidders are requested to attend. Modification if any in the Tender 

document after the Pre‐bid Conference would be hosted on the website only. 

 

3. The  last  date  for  receipt  of  Tender  is  12.00 Hrs.  on  11.12.2013  and  the  same 

would be opened at 1400 Hrs(IST).

 

                     

4.  All  bids must  be  accompanied  by  a  bid  security  favouring Director, NIIST  as 

specified  above  and must be delivered  to  the  above office  at  the date  and  time 

indicated above along with the Technical Bid. Bids will be opened in the presence 

of Biddersʹ representatives who choose to attend on the specified date and time. In 

the  event  of  the date  specified  for bid  receipt  and  opening being declared  as  a 

closed  holiday  for  purchaser’s  office,  the  due  date  for  submission  of  bids  and 

opening of bids will be the following working day at the appointed time. 

 

5.  The Director, NIIST reserves the right to accept any or all tenders either in part or 

in full or to split the order without assigning any reasons there for. 

Table of contents Chapter No. Contents Page No. 1 Instructions to bidders 01 2 General Conditions of Contract (GCC) & Special Condition of Contract (SCC) 16

3 Price Schedule Forms 33 4 Qualification Requirements 36 5 Contract Form 37 6 Other Standard Forms 39 7 Specifications and other Technical details 50

1

CHAPTER 1

INSTRUCTIONS TO BIDDER

Table of Contents

Sl. No. Clause Page No. 01. Eligible Bidders 2 02. Cost of Bidding 2 03. Fraud and Corruption 2 04. Cost of Bidding Documents 3 05. Content of Bidding Documents 3 06. Clarification of bidding documents 3 07. Amendment of Bidding Documents 4 08. Language of Bid 4 09. Documents Comprising the Bid 4 10. Bid form and price schedule 4 11. Bid Prices 5 12. Bid Currencies 5 13. Documents Establishing Bidder’s 6 Eligibility and qualifications 14. Documents Establishing Goods’ Eligibility 6 And Conformity to Bidding Documents 15. Bid Security 7 16. Period of Validity of Bids 8 17. Format and Signing of Bid 8 18. Submission, Sealing and Marking of Bids 8 19. Deadline for Submission of Bids 9 20. Late Bids 9 21. Withdrawal, substitution and Modification of Bids 9 22. Opening of Bids by the Purchaser 10 23. Confidentiality 10 24. Clarification of Bids 11 25. Preliminary Examination 11 26. Responsiveness of Bids 11 27. Non-Conformity, Error and Omission 12 28. Examination of Terms & Conditions, 12 Technical Evaluation 29. Conversion to Single Currency 12 30. Evaluation and Comparison of bids 13 31. Contacting the Purchaser 13 32. Post qualification 13 33. Negotiations 13 34. Award Criteria 14 35. Purchaser’s right to vary Quantities at Time of Award 14 36. Purchaser’s right to accept any Bid and to reject any or all Bids 14 37. Notification of Award 14 38. Signing of Contract / Order Acceptance 14 39. Performance Security 15 40. Representation 15

2

A. Introduction 1. Eligible Bidders 1.1 This Invitation for Bids is open to Manufacturers, Importers, Authorized Indian Agents of

manufacturers.

1.2 Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Purchaser to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods to be purchased under this Invitation of Bids.

2. Cost of Bidding 2.1 The Bidder shall bear all costs associated with the preparation and submission of its bid,

and “the Purchaser", will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

3. Fraud and corruption:

3.1 The purchaser requires that the bidder’s suppliers and contractors observe the highest standard of ethics during the procurement and execution of such contracts. In pursuit of this policy, the following are defined:

“Corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of a public official in the procurement process or in contract execution;

“Fraudulent practice” means a misrepresentation or omission of facts in order to influence a procurement process or the execution of a contract;

“Collusive practice” means a scheme or arrangement between two or more bidders, with or without the knowledge of the purchaser, designed to establish bid prices at artificial, noncompetitive levels; and

“Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the procurement process or affect the execution of a contract;

3.2 The purchaser will reject a proposal for award if it determines that the Bidder recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the Contract in question;

B. The Bidding Documents 4. Cost of Bidding Documents 4.1 The bidding documents can be downloaded from our Website(http://www.niist.res.in )

as indicated in the Invitation for Bids/NIT free of cost. 5. Content of Bidding Documents

3 5.1 The goods required, bidding procedures and contract terms are prescribed in the bidding

documents which should be read in conjunction. The bidding documents, apart from the invitation for bids have been divided into 7 chapters as under:

Chapter 1 : Instructions to Bidder (ITB) Chapter 2 : General Conditions of Contract (GCC) and

Special Conditions of Contract (SCC) Chapter 3 : Schedule of Requirements and Specifications and Allied Technical Details

Chapter 4 : Price Schedule Forms Chapter 5 : Qualification requirements Chapter 6 : Contract Form Chapter 7 : Other Standard Forms comprising:

(a) Manufacturer’s Authorization Form (MAF);

(b) Bid Security Form (c) Performance Statement Form (d) Deviation Statement Form; (e) Service Support details; (f) Bid Form (g) Performance Security Form; (h) Acceptance Certificate Form

5.2 The Bidder is expected to examine all instructions, forms, terms, and specifications in the

bidding documents. Failure to furnish all information required by the bidding documents or submission of a bid not substantially responsive to the bidding documents in every respect will be at the Bidder's risk and may result in rejection of its bid.

6. Clarification of bidding documents

6.1 A prospective Bidder requiring any clarification of the Bidding Documents shall contact

the Purchaser in writing at the Purchaser’s address specified in the Special Conditions of Contract (SCC) during the Pre-bid meeting or before. The Purchaser will respond by hosting on the website clarification if any which would include deliberation during the pre bid conference provided that such request is received on or before the Pre bid conference. The bidders should be in constant touch with the website of the Institute for any clarifications or amendment. Should the Purchaser deem it necessary to amend the bidding documents as a result of a clarification, it shall do so following the procedure under clause relating to amendment of bidding documents and clause relating to deadline for submission of bids. The clarifications and amendments issued would also be hosted on the website of the purchaser for the benefit of the other prospective bidders.

7. Amendment of Bidding Documents 7.1 At any time prior to the deadline for submission of bids, the Purchaser may, for any

reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the bidding documents by amendment.

7.2 All prospective bidders who have received the bidding documents will be notified of the

amendment in writing or by cable or by fax, or by e mail and will be binding on them. The same would also be hosted on the website of the purchaser and all prospective bidders are expected to surf the website before submitting their bids to take cognizance of the amendments.

4 7.3 In order to allow prospective bidder’s reasonable time in which to take the amendment

into account in preparing their bids, the Purchaser, at its discretion, may extend the deadline for the submission of bids and host the changes on the website of the purchaser.

C. Preparation of Bids

8. Language of Bid 8.1 The bid prepared by the bidder, as well as all correspondence and documents relating to

the bid exchanged by the bidder and the purchaser, shall be written in English language only.

8.2 The Supplier shall bear all costs of translation, if any, to the English language and all

risks of the accuracy of such translation, for documents provided by the Supplier. 9. Documents Comprising the Bid 9.1 The bid prepared by the Bidder shall include: (a) Bid security as specified in the Invitation to bids along with technical bid. (b) Service support details Form along with technical bid. (c) Deviation Statement Form along with technical bid. (d) Performance Statement Form along with technical bid.

(e) Manufacturer’s Authorization Form along with technical bid. (f) Documentary evidence establishing that the bidder is eligible to bid and is

qualified to perform the contract if its bid is accepted. (g) Bid form and applicable Price Schedule Form (as per clause ITB 17). (h) Documents establishing goods eligibility and conformity to bidding

documents. (i) DGS&D Registration certificate in case the items under procurement falls under the

restricted category of the current export-import policy of the Govt. of India.

10. Bid form and price schedule 10.1 The bidder shall complete the Bid Form and the appropriate price schedule form

furnished in the bidding documents. These forms must be completed without any alterations to its format and no substitutes shall be accepted. All blank spaces shall be filled in with the information requested.

11. Bid Prices 11.1 The Bidder shall indicate on the appropriate price schedule form, the unit prices and total

bid prices of the goods it proposes to supply under the contract. 11.2 Prices indicated on the price-schedule form shall be entered separately in the following

manner: (a) For Goods being offered from India

(i) The price of the goods quoted ex works including taxes already paid. (ii) VAT and other taxes like excise duty etc. which will be payable on the goods if

the contract is awarded. (iii) The charges for inland transportation, insurance and other local services

required for delivering the goods at the desired destination as specified in the price schedule form.

5

(iv) The installation, commissioning and training charges, if any.

(b) For Goods being offered from abroad

(i) The price of the goods, quoted on FCA (International Exit Airport) as specified in the price schedule form.

(ii) The charges for insurance and transportation of the goods to the port/place of destination.

(iii) The agency commission etc., if any. (iv) The installation, commissioning and training charges, if any.

11.3 The terms FOB, FCA, CIF, CIP etc shall be governed by the rules prescribed in the

current edition of the Incoterms published by the International Chambers of Commerce, Paris.

11.4 Where there is no mention of packing, forwarding, freight, insurance changes, taxes etc. such offer shall be rejected as incomplete and prices quoted by the Bidder shall be fixed during the Bidder's performance of the Contract and not subject to variation on any account.

11.5 All lots and items must be listed and priced separately in the Price Schedules. If a Price Schedule shows items listed but not priced, their prices shall be assumed to be included in the prices of other items. Lots or items not listed in the Price Schedule shall be assumed to be not included in the bid.

11.6 The purchases made by the purchaser for scientific purpose are exempt from excise duty and Custom Duty is leviable at a concessional rate.

11.7 The prices quoted by the bidder shall be fixed during the bidder’s performance of the contract and not subject to variation on any account.

12. Bid Currencies 12.1 Prices shall be quoted in Indian Rupees for offers received for supply within India and in

freely convertible foreign currency in case of offers received for supply from foreign countries.

13. Documents Establishing Bidder’s Eligibility and qualifications 13.1 The bidder shall furnish, as part of its bid, documents establishing the bidders’ eligibility to

bid and its qualification to perform the contract if its bid is accepted. 13.2 The documentary evidence of the bidders qualification to perform the contract if the bid is

accepted shall establish to the purchasers satisfaction that; (a) The bidder meets the qualification criteria listed in bidding documents. (b) Bidder that doesn’t manufacture the goods it offers to supply shall submit

Manufacturers’ Authorization Form (MAF) using the form specified in the bidding document to demonstrate that it has been duly authorized by the manufacturer of the goods to quote and/or supply the goods.

(c ) In case a bidder not doing business within the purchasers’ country, that the bidder is

or will be represented by an agent in the country equipped and able to carry out the supply, maintenance, repair obligations etc. during the warranty and post-warranty period or ensure a mechanism at place for carrying out the supply, maintenance, repair obligations etc. during the warranty and post-warranty period.

6 13.3 Conditional tenders shall not be accepted 14. Documents Establishing Goods' Eligibility and Conformity to Bidding Documents 14.1 To establish the goods’ eligibility, the documentary evidence of the goods and services

eligibility shall consist of a statement on the country of origin of the goods and services offered which shall be confirmed by a certificate of origin at the time of shipment.

14.2 To establish the conformity of the goods and services to the specifications and schedule

of requirements of the bidding document, the documentary evidence of conformity of the goods and services to the bidding documents may be in the form of literature, drawings and data, and shall consist of:

(a) A detailed description of the essential technical and performance characteristics of

the goods; (b) A list giving full particulars, including available sources and current prices, of spare

parts, special tools, etc., necessary for the proper and continuing functioning of the goods during the warranty period following commencement of the use of the goods by the Purchaser in the Priced- bid ; and

(c) An item-by-item commentary on the Purchaser's Technical Specifications

demonstrating substantial responsiveness of the goods and services to those specifications or a statement of deviations and exceptions to the provisions of the Technical Specifications.

14.3 For purposes of the commentary to be furnished pursuant to above, the Bidder shall

note that standards for workmanship, material and equipment, designated by the Purchaser in its Technical Specifications are intended to be descriptive only and not restrictive. The Bidder may substitute these in its bid, provided that it demonstrates to the Purchaser's satisfaction that the substitutions ensure substantial equivalence to those designated in the Technical Specifications.

15. Bid Security 15.1 The Bidder shall furnish, as part of its bid, a bid security (BS) in favor of Director, NIIST

for an amount as specified in the Invitation for Bids. In the case of foreign bidders , the BS shall be submitted either by the principal or by the Indian agent and in the case of indigenous bidders, the BS shall be submitted by the manufacturer or their specifically authorized dealer/bidder along with technical bid.

15.2 The bid security is required to protect the Purchaser against the risk of Bidder's conduct,

which would warrant the security's forfeiture. 15.3 The bid security shall be in Indian Rupees for offers received for supply within India and

denominated in the currency of the bid or in another freely convertible currency in the case of offers received for supplies from foreign countries in equivalent Indian Rupees. The bid security shall be in one of the following forms at the bidders’ option:

(a) A bank guarantee issued by a Nationalized/Scheduled bank/Foreign Bank in the

form provided in the bidding documents and valid for 45 days beyond the validity of the bid. A Bank Guarantee from a foreign bank should be confirmed by a Nationalized / Scheduled Indian Bank; or

(b) A Banker’s cheque or demand draft in favour of the purchaser.

7 15.4 The bid security shall be payable promptly upon written demand by the purchaser in

case the conditions listed in the ITB clause 15.11 are invoked.

15.5 The bid security should be submitted in its original form. Copies shall not be accepted. 15.6 Any bid not secured in accordance with above will be rejected by the Purchaser as non-

responsive. 15.7 The bid security of unsuccessful bidder will be discharged /returned as promptly as

possible but not later than 15 days after the expiration of the period of bid validity or placement of order whichever is later.

15.8 The successful Bidder's bid security will be discharged upon the Bidder furnishing the

performance security. 15.9 The firms registered with DGS&D & NSIC, if any, are exempted from payment of BS

provided such registration includes the item they are offering which are manufactured by them and not for selling products manufactured by other companies.

15.10 The bid security may be forfeited: (a) If a Bidder withdraws or amends or impairs or derogates its bid during the period

of bid validity specified by the Bidder on the Bid Form; or (b) In case of a successful Bidder, if the Bidder fails to furnish order acceptance within

15 days of the order and/or fails to furnish Performance Security within 21 days from the date of contract/ order.

16. Period of Validity of Bids 16.1 Bids shall remain valid for 150 days after the date of bid opening prescribed by the

Purchaser. A bid valid for a shorter period may be rejected by the Purchaser as non-responsive.

16.2 In exceptional circumstances, the Purchaser may solicit the Bidder's consent to an

extension of the period of validity. The request and the responses thereto shall be made in writing (or by fax or e-mail). The bid security provided shall also be suitably extended. A Bidder may refuse the request without forfeiting its bid security. A Bidder granting the request will not be required nor permitted to modify its bid.

16.3 Bid evaluation will be based on the bid prices without taking into consideration the

above corrections. 17. Format and Signing of Bid 17.1 The bids should be submitted in two parts namely Part 1 (technical bid along with EMD

and other enclosures as asked for) Part 2( commercial bid )as specified in the Invitation for Bids.

17.2 The Bidder shall submit the bids in two separate parts. One part shall contain Technical

bid comprising all documents listed under clause relating to Documents Comprising the Bid excepting bid form and price schedules. The other part shall contain the priced-bid comprising bid form and price- schedules. The Bidder shall prepare two copies of the bid, clearly marking each "Original Bid" and "Copy Bid", as appropriate.

8 17.3 The original and all copies of the bid shall be typed or written in indelible ink and shall be

signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. All pages of the bid, except for unamended printed literature, shall be initialed by the person or persons signing the bid.

17.4 Any interlineations, erasures or overwriting shall be valid only if they are initialed by the

persons or persons signing the bid. 17.5 Firms submitting bids in a single envelope against the requirement of two bid system

would be considered for further evaluation at the risk & responsibility of the bidder.

D. Submission and sealing of Bids

18. Submission, Sealing and Marking of Bids 18.1 The bidders may submit their bids by post or by hand. E-mail quotations/fax

quotations will not be accepted and would be summarily rejected

18.2 In the case of bids invited on two part basis, the Bidder shall seal the unpriced bid and the priced bid in two separate envelops duly marked as “Technical bid” and “priced bid”. Both the envelopes shall then be sealed in one outer envelope.

18.3 (a) The inner and outer envelopes shall be addressed to the Purchaser indicated in the SCC.

(b) Bear the name and address of the bidder, Tender No., due date and a warning "Do

not open before _________” to be completed with the time and date as specified in the invitation for bids.

18.5 If the outer envelope is not sealed and marked as required above, the Purchaser will

assume no responsibility for the bid's misplacement or premature opening. In such cases, bids received in open condition within the due date and time will be accepted at the risk of the bidder if the same is presented to the Stores & Purchase officer before expiry of the due date and time of opening of the bids.

19. Deadline for Submission of Bids 19.1 Bids must be received by the Purchaser at the address specified in Invitation for bids not

later than the time and date specified therein. In the event of the specified date for the submission of Bids being declared a holiday for the Purchaser, the Bids will be received up to the appointed time on the next working day.

19.2 The Purchaser may, at its discretion, extend the deadline for submission of bids by

amending the bid documents in accordance with Clause relating to Amendment of Bidding Documents in which case all rights and obligations of the Purchaser and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

20. Late Bids 20.1 Any bid received by the Purchaser after the deadline for submission of bids prescribed

by the Purchaser will be rejected. 20.2 Such tenders shall be marked as late and not considered for further evaluation. They

shall not be opened at all and be returned to the bidders in their original envelope without opening.

9 21. Withdrawal, substitution and Modification of Bids 21.1 A Bidder may withdraw, substitute, or modify its Bid after it has been submitted by

sending a written notice in accordance with ITB Clause 18 duly signed by an authorized representative, and shall include a copy of the authorization in accordance with ITB Sub-Clause 17.4 (except that no copies of the withdrawal notice are required). The corresponding substitution or modification of the bid must accompany the respective written notice. All notices must be:

(a) submitted in accordance with ITB Clauses 17 and 18 (except that withdrawal notices do not require copies), and in addition, the respective envelopes shall be clearly marked “WITHDRAWAL,” “SUBSTITUTION,” or “MODIFICATION;” and

(b) Received by the Purchaser prior to the deadline prescribed for submission of bids, in accordance with ITB Clause 19.

21.2 Bids requested to be withdrawn in accordance with ITB Sub-Clause 21.1 shall be returned unopened to the Bidders. No bid may be withdrawn, substituted, or modified in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified by the Bidder on the Bid Form or any extension thereof.

E. Opening and Evaluation of Bids 22. Opening of Bids by the Purchaser 22.1 The Purchaser will open all bids one at a time in the presence of Bidders'

representatives who choose to attend, as per the schedule given in invitation for bids. The Bidders' representatives who are present shall sign the quotation opening sheet evidencing their attendance. In the event of the specified date of Bid opening being declared a holiday for the Purchaser, the Bids shall be opened at the appointed time and location on the next working day. In two part system, the financial bid shall be opened after technical evaluation.

22.2 First, envelopes marked “WITHDRAWAL” shall be opened and read out and the

envelope with the corresponding bid shall not be opened, but returned to the Bidder. No bid withdrawal shall be permitted unless the corresponding withdrawal notice contains a valid authorization to request the withdrawal and is read out at bid opening. Next, envelopes marked “SUBSTITUTION” shall be opened and read out and exchanged with the corresponding Bid being substituted, and the substituted Bid shall not be opened, but returned to the Bidder. No Bid substitution shall be permitted unless the corresponding substitution notice contains a valid authorization to request the substitution and is read out at bid opening. Envelopes marked “MODIFICATION” shall be opened and read out with the corresponding Bid. No Bid modification shall be permitted unless the corresponding modification notice contains a valid authorization to request the modification and is read out at Bid opening. Only envelopes that are opened and read out at Bid opening shall be considered further.

22.3 The bidders’ names, bid modifications or withdrawals, bid prices, discounts, and the

presence or absence of requisite bid security and such other details as the Purchaser, at its discretion, may consider appropriate, will be announced at the opening. No bid shall be rejected at bid opening, except for late bid(s). The contents of the bid forms and price schedules would however be announced only at the time of opening of Priced-bids in the case of two-bid system.

10 22.4 Bids that are received late shall not be considered further for evaluation, irrespective of

the circumstances. 23. Confidentiality 23.1 Information relating to the examination, evaluation, comparison, and post qualification

of bids, and recommendation of contract award, shall not be disclosed to bidders or any other persons not officially concerned with such process until publication of the Contract Award.

23.2 Any effort by a Bidder to influence the Purchaser in the examination, evaluation, comparison, and post qualification of the bids or contract award decisions may result in the rejection of its Bid.

24. Clarification of Bids 24.1 To assist in the examination, evaluation, comparison and post qualification of the bids,

the Purchaser may, at its discretion, ask the Bidder for a clarification of its bid. The request for clarification and the response shall be in writing and no change in prices or substance of the bid shall be sought, offered or permitted. However, no negotiation shall be held except with the lowest bidder, at the discretion of the purchaser. Any clarification submitted by a bidder in respect to its bid which is not in response to a request by the purchaser shall not be considered.

25. Preliminary Examination 25.1 The Purchaser shall examine the bids to confirm that all documents and technical

documentation requested in ITB Clause 9 have been provided, and to determine the completeness of each document submitted.

25.2 The Purchaser will examine the technical bids to determine whether they are complete, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. The purchaser may discuss the technical bid with the bidders, if required who may modify their bids to suit the requirement. Those whose technical specification does not reach the threshold level of acceptability will be rejected as technically unsuitable. The bidders who finally emerge as technically acceptable will be allowed to withdraw their price bids and send again a revised bid in a sealed envelope or to adhere to the original price bid sent. These price bids will be opened, evaluated and the contract awarded to the lowest evaluated bidder.

26. Responsiveness of Bids

26.1 Prior to the detailed evaluation, the purchaser will determine the substantial responsiveness of each bid to the bidding documents. For purposes of this clause, a substantive responsive bid is one, which conforms to all terms and condition of the bidding documents without material deviations, reservations or omissions. A material deviation, reservation or omission is one that:

(a) affects in any substantial way the scope, quality, or performance of the Goods and Related Services specified in the Contract; or

(b) limits in any substantial way, inconsistent with the Bidding Documents, the Purchaser’s rights or the Bidder’s obligations under the Contract; or

(c) if rectified, would unfairly affect the competitive position of other bidders presenting substantially responsive bids.

11 26.2 The purchasers’ determination of a bid’s responsiveness is to be based on the

contents of the bid itself without recourse to extrinsic evidence. 26.3 If a bid is not substantially responsive, it will be rejected by the Purchaser and may not

subsequently be made responsive by the Bidder by correction of the material deviation, reservation or omission.

27. Non-Conformity, Error and Omission 27.1 Provided that a Bid is substantially responsive, the Purchaser may waive any non-

conformities or omissions in the Bid that do not constitute a material deviation.

27.2 Provided that a bid is substantially responsive, the Purchaser may request that the Bidder submit the necessary information or documentation, within a reasonable period of time, to rectify nonmaterial nonconformities or omissions in the bid related to documentation requirements. Such omission shall not be related to any aspect of the price of the Bid. Failure of the Bidder to comply with the request may result in the rejection of its Bid.

27.3 Provided that the Bid is substantially responsive, the Purchaser shall correct arithmetical errors on the following basis:

(a) if there is a discrepancy between the unit price and the line item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be corrected, unless in the opinion of the Purchaser there is an obvious misplacement of the decimal point in the unit price, in which case the line item total as quoted shall govern and the unit price shall be corrected;

(b) if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; and

(c) if there is a discrepancy between words and figures, the higher of the two would be taken as the bid price, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above.

27.4 If the Bidder that submitted the lowest evaluated Bid does not accept the correction of errors, its Bid shall be disqualified and its Bid Security may be forfeited.

28. Examination of Terms & Conditions, Technical Evaluation 28.1 The Purchaser shall examine the Bid to confirm that all terms and conditions specified

in the GCC and the SCC have been accepted by the Bidder without any material deviation or reservation.

28.2 The Purchaser shall evaluate the technical aspects of the Bid submitted in accordance with ITB Clause 14, to confirm that all requirements specified in Schedule of Requirements and Technical Specifications of the Bidding Documents have been met without any material deviation or reservation.

28.3 If, after the examination of the terms and conditions and the technical evaluation, the Purchaser determines that the Bid is not substantially responsive in accordance with ITB Clause 26, it shall reject the Bid.

29. Conversion to Single Currency

12

29.1 To facilitate evaluation and comparison, the Purchaser will convert all bid prices

expressed in the amounts in various currencies in which the bid prices are payable to Indian Rupees at the selling exchange rate established by any bank in India on the date of bid opening .

30. Evaluation and comparison of bids 30.1 The Purchaser shall evaluate each bid that has been determined, up to this stage of the

evaluation, to be substantially responsive.

30.2 To evaluate a Bid, the Purchaser shall only use all the factors, methodologies and criteria defined below. No other criteria or methodology shall be permitted.

30.3 The bids shall be evaluated on the basis of final landing cost which shall be arrived as under :

For goods being offered from India.

(i) The price of the goods quoted ex-works including all taxes already paid. (ii) VAT and other taxes like excise duty etc. which will be payable on the goods

if the contract is awarded. (iii) Charges for inland transportation, insurance and other local services required

for delivering the goods at the desired destination. (iv) The installation, commissioning and training charges, including incidental services if any .

For goods being offered from abroad

(i) The price of the goods, quoted on FCA (International Exit Airport) as

specified in the Price Schedule Form. The mode of shipment should be by air to Trivandrum International Airport India.

(ii) The charges for insurance and transportation of the goods to Trivandrum International Airport, India (CIP).

(iii) The agency commission etc., if any. (iv) The installation, commissioning and training charges, including incidental services if any.

30.4 The comparison between the indigenous and the foreign offers shall be made on

FOR destination basis and CIP basis respectively. However, the CIP prices quoted by any foreign bidder shall be loaded further as under:-

a. Towards customs duty and other statutory levies-as per applicable rates. b. Towards custom clearance; inland transportation etc.-2% of the CIP value

Note: Where there is no mention of packing, forwarding, freight,

insurance charges, taxes etc. such offers shall be rejected as incomplete.

30.5 Orders for imported stores need not necessarily be on FCA basis rather it can be on

the basis of any of the Incoterm specified in ICC Incoterms 2000 as may be amended from time to time by the ICC or any other designated authority and favorable to CSIR Labs/Institutes or Headquarters.

30.6 Wherever the price quoted on FOB/FCA and CIF/CIP basis are the same, the Contract would be made on CIF / CIP basis only.

13 31. Contacting the Purchaser 31.1 Subject to Clause 24, no Bidder shall contact the Purchaser on any matter relating to its

bid, from the time of the bid opening to the time the Contract is awarded. 31.2 Any effort by a Bidder to influence the Purchaser in its decisions on bid evaluation, bid

comparison or contract award may result in rejection of the Bidder's bid. 32. Post qualification 32.1 In the absence of pre-qualification, the Purchaser will determine to its satisfaction

whether the Bidder that is selected as having submitted the lowest evaluated responsive bid is qualified to perform the contract satisfactorily, in accordance with the criteria listed in ITB Clause 13.

32.2 The determination will take into account the eligibility criteria listed in the bidding

documents and will be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder, as well as such other information as the Purchaser deems necessary and appropriate.

32.3 An affirmative determination will be a prerequisite for award of the contract to the

Bidder. A negative determination will result in rejection of the Bidder’s bid.

F- Award Of Contract

33 Negotiations 33.1 There shall not be any negotiation normally. Negotiations, if at all, shall be an

exception and only in the case of items with limited source of supply. Negotiations shall be held with the lowest evaluated responsive bidder. Counter offers tantamount to negotiations and shall be treated at par with negotiations.

34. Award Criteria 34.1 Subject to ITB Clause 35 the Purchaser will award the contract to the successful Bidder

whose bid has been determined to be substantially responsive and has been determined to be the lowest evaluated bid, provided further that the Bidder is determined to be qualified to perform the contract satisfactorily.

35. Purchaser's right to accept Any Bid and to reject any or All Bids 35.1 The Purchaser reserves the right to accept or reject any bid, and to annul the bidding

process and reject all bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or Bidders.

36. Notification of Award 36.1 Prior to the expiration of the period of bid validity, the Purchaser will notify the

successful bidder in writing by registered letter or fax or e mail that the bid has been accepted by way of a purchase order/contract.

36.2 Until a formal contract is prepared and executed, the notification of award should

constitute a binding contract.

14 36.3 Upon the successful Bidder’s furnishing of the signed Contract Form and performance

security pursuant to ITB Clause 38, the Purchaser will promptly notify each unsuccessful Bidder and will discharge its bid security.

37. Signing of Contract / Order Acceptance 37.1 Promptly after notification, the Purchaser shall send the successful Bidder the

Agreement / Purchase Order for signatures which should be returned within 21 days.

37.2 The successful bidder should submit Order acceptance within 15 days from the date of issue of purchase order, / submit the signed version of the contract failing which it shall be presumed that the vendor is not interested and his bid security is liable to be forfeited pursuant to clause 15.11 of ITB.

38. Performance Security 38.1 Within 21 days of receipt of the notification of Award / Purchase Order / Agreement, the

Supplier shall furnish performance security in the amount specified in SCC, valid till 60 days after the warranty period. Alternatively, the PS may also be submitted at the time of release of final payment in cases where part payment is made against delivery & part on installation. The PS, where applicable, shall be submitted in advance for orders where full payment is to be made on Letter of Credit (LC) or on delivery. In this case, submission of PS at the time of negotiation of documents through Bank would be stipulated as a condition in the LC.

38.2 The proceeds of the performance security shall be payable to the Purchaser as

compensation for any loss resulting from the Supplier's failure to complete its obligations under the Contract.

38.3 The Performance Security shall be denominated in Indian Rupees for the offers

received for supplies within India and denominated in the currency of the contract in the case of offers received for supply from foreign countries.

38.4 In the case of imports, the PS may be submitted either by the principal or by the Indian agent and, in the case of purchases from indigenous sources, the PS may be submitted by either the manufacturer or their dealer/bidder.

38.5 The Performance security shall be in one of the following forms: (a) A Bank guarantee issued by a Nationalized/Scheduled bank located in India or a

bank located abroad in the form provided in the bidding documents. In case of Bank Guarantees from Foreign Banks it should be confirmed by a Nationalized or Scheduled Bank in India.

Or (b) A Banker’s cheque or Account Payee demand draft in favour of the purchaser. 38.6 The performance security will be discharged by the Purchaser and returned to the

Supplier not later than 60 days following the date of completion of the Supplier's performance obligations, including any warranty obligations, unless specified otherwise in SCC.

38.7 In the event of any contract amendment, the supplier shall, within 21 days of receipt of

such amendment, furnish the amendment to the performance security, rendering the same valid for the duration of the contract, as amended for further period of 60 days thereafter.

15 38.8 The order confirmation should be received within 15 days from the date of notification

of award/purchase order. 39. Purchaser’s right to vary quantities at the time of award 39.1 The Purchaser reserves the right at the time of award of Contract to increase or

decrease the quantity of goods and services originally specified in the Schedule of Requirements without any change in unit price or other terms and conditions.

40. Representation of any with regard to the tendering process may be mailed to

spo@niist.res.in

16

CHAPTER 2

A GENERAL CONDITIONS OF CONTRACT

Table of Contents

Sl. No. Clause Page No. 1. Definitions 17 2. Contract Documents 17 3. Fraud and Corruption 18 4. Joint Venture, Consortium or Association 18 5. Scope of Supply 18 6. Suppliers’ Responsibilities 18 7. Contract price 18 8. Copy Right 19 9. Application 19 10. Standards 19 11. Use of Contract Documents and Information 19 12. Patent Indemnity 19 13. Performance Security 20 14. Inspections and Tests 20 15. Packing 21 16. Delivery and Documents 22 17. Insurance 22 18. Transportation 22 19. Incidental Services 23 20. Spare Parts 23 21. Warranty 23 22. Terms of Payment 24 23 Change Orders and Contract Amendments 24 24. Assignment 24 25. Subcontracts 25 26. Extension of time 25 27. Penalty Clause 25 28. Termination for Default 25 29. Force Majeure 26 30. Termination for insolvency 26 31. Termination for Convenience 26 32. Settlement of Disputes 27 33. Governing Language 27 34. Applicable Law 28 35. Notice 28 36. Taxes and Duties 28 37. Right to use Defective Goods 28 38. Protection against Damage 28 39. Site preparation and installation 28 40 Pre-bid conference 29

17 1. Definitions 1.1 In this Contract, the following terms shall be interpreted as indicated: The following words and expressions shall have the meanings hereby assigned to them:

(a) “Contract” means the Contract Agreement entered into between the Purchaser and the Supplier, together with the Contract Documents referred to therein, including all attachments, appendices, and all documents incorporated by reference therein.

(b) “Contract Documents” means the documents listed in the Contract Agreement, including any amendments thereto.

(c) “Contract Price” means the price payable to the Supplier as specified in the Contract Agreement, subject to such additions and adjustments thereto or deductions there from, as may be made pursuant to the Contract.

(d) “Day” means calendar day.

(e) “Completion” means the fulfillment of the Related Services by the Supplier in accordance with the terms and conditions set forth in the Contract.

(f) “GCC” means the General Conditions of Contract.

(g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other materials that the Supplier is required to supply to the Purchaser under the Contract.

(h) “Related Services” means the services incidental to the supply of the goods, such as transportation, insurance, installation, commissioning, training and initial maintenance and other such obligations of the Supplier under the Contract.

(i) “SCC” means the Special Conditions of Contract.

(j) “Subcontractor” means any natural person, private or government entity, or a combination of the above, to whom any part of the Goods to be supplied or execution of any part of the Related Services is subcontracted by the Supplier.

(k) “Supplier” means the natural person, private or government entity, or a combination of the above, whose bid to perform the Contract has been accepted by the Purchaser and is named as such in the Contract Agreement.

(l) The “Council” means the Council of Scientific & Industrial Research (CSIR),

registered under the Societies Registration Act, 1860 of the Govt. of India having its registered office at 2, Rafi Marg, New Delhi-110001, India and the “Purchaser” means any of the constituent Laboratory/Institute of the Council situated at any designated place in India as specified in SCC.

(m) “The final destination,” where applicable, means the place named in the SCC.

2. Contract Documents 2.1 Subject to the order of precedence set forth in the Contract Agreement, all documents

forming the Contract (and all parts thereof) are intended to be correlative, complementary, and mutually explanatory. The Contract Agreement shall be read as a whole.

18 3. Fraud and Corruption 3.1 The purchaser requires that bidders, suppliers, contractors and consultants, if any,

observe the highest standard of ethics during the procurement and execution of such contracts. In pursuit of this policy,

(a) The terms set forth below are defined as follows:

(i) “Corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of a public official in the procurement process or in contract execution;

(ii) “Fraudulent practice” means a misrepresentation or omission of facts in order to influence a procurement process or the execution of a contract;

(iii) “Collusive practice” means a scheme or arrangement between two or more bidders, with or without the knowledge of the Borrower, designed to establish bid prices at artificial, noncompetitive levels; and

(iv) “Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the procurement process or affect the execution of a contract;

(b) the purchaser will reject a proposal for award if it determines that the Bidder recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the Contract in question;

4. Joint Venture, Consortium or Association 4.1 If the Supplier is a joint venture, consortium, or association, all of the parties shall be

jointly and severally liable to the Purchaser for the fulfillment of the provisions of the Contract and shall designate one party to act as a leader with authority to bind the joint venture, consortium, or association. The composition or the constitution of the joint venture, consortium, or association shall not be altered without the prior consent of the Purchaser.

5. Scope of Supply

5.1 The Goods and Related Services to be supplied shall be as specified in chapter 3. 6. Suppliers’ Responsibilities 6.1 The Supplier shall supply all the Goods and Related Services included in the Scope of

Supply in accordance with Scope of Supply Clause of the GCC, and the Delivery and Completion Schedule, as per GCC Clause relating to delivery and document.

4. Contract price 7.1 Prices charged by the Supplier for the Goods supplied and the Related Services

performed under the Contract shall not vary from the prices quoted by the Supplier in its bid.

19 5. Copy Right 8.1 The copyright in all drawings, documents, and other materials containing data and

information furnished to the Purchaser by the Supplier herein shall remain vested in the Supplier, or, if they are furnished to the Purchaser directly or through the Supplier by any third party, including suppliers of materials, the copyright in such materials shall remain vested in such third party

9. Application 9.1 These General Conditions shall apply to the extent that they are not superseded by

provisions in other parts of the Contract. 10. Standards 10.1 The Goods supplied and services rendered under this Contract shall conform to the

standards mentioned in the Technical Specifications and Schedule of Requirements, and, when no applicable standard is mentioned, to the authoritative standard appropriate to the Goods' country of origin and such standards shall be the latest issued by the concerned institution.

11. Use of Contract Documents and Information 11.1 The Supplier shall not, without the Purchaser's prior written consent, disclose the

Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the Purchaser in connection therewith, to any person other than a person employed by the Supplier in performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far, as may be necessary for purposes of such performance.

11.2 The Supplier shall not, without the Purchaser's prior written consent, make use of any

document or information enumerated above except for purposes of performing the Contract.

11.3 Any document, other than the Contract itself, enumerated above shall remain the property of the Purchaser and shall be returned (in all copies) to the Purchaser on completion of the Supplier's performance under the Contract if so required by the Purchaser.

12. Patent Indemnity

12.1 The Supplier shall, subject to the Purchaser’s compliance with GCC Sub-Clause

12.2, indemnify and hold harmless the Purchaser and its employees and officers from and against any and all suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and expenses of any nature, including attorney’s fees and expenses, which the Purchaser may suffer as a result of any infringement or alleged infringement of any patent, utility model, registered design, trademark, copyright, or other intellectual property right registered or otherwise existing at the date of the Contract by reason of:

(a) the installation of the Goods by the Supplier or the use of the Goods in India; and

(b) the sale in any country of the products produced by the Goods.

12.2 If any proceedings are brought or any claim is made against the Purchaser, the Purchaser shall promptly give the Supplier a notice thereof, and the Supplier may at its own expense and in the Purchaser’s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim.

20 13. Performance Security 13.1 Within 21 days of receipt of the notification of Award / Purchase Order / Agreement, the

Supplier shall furnish performance security in the amount specified in SCC, valid till 60 days after the warranty period. Alternatively, the PS may also be submitted at the time of release of final payment in cases where part payment is made against delivery & part on installation. The PS, where applicable, shall be submitted in advance for orders where full payment is to be made on Letter of Credit (LC) or on delivery. In this case, submission of PS at the time of negotiation of documents through Bank would be stipulated as a condition in the LC.

13.2 The proceeds of the performance security shall be payable to the Purchaser as

compensation for any loss resulting from the Supplier's failure to complete its obligations under the Contract.

13.3 The Performance Security shall be denominated in Indian Rupees for the offers

received for supplies within India and denominated in the currency of the contract in the case of offers received for supply from foreign countries.

13.4 In the case of imports, the PS may be submitted either by the principal or by the Indian agent and, in the case of purchases from indigenous sources, the PS may be submitted by either the manufacturer or their dealer/bidder.

13.5 The Performance security shall be in one of the following forms: (a) A Bank guarantee issued by a Nationalized/Scheduled bank located in India or a

bank located abroad in the form provided in the bidding documents. Or (b) A Banker’s cheque or Account Payee demand draft in favour of the purchaser. 13.6 The performance security will be discharged by the Purchaser and returned to the

Supplier not later than 60 days following the date of completion of the Supplier's performance obligations, including any warranty obligations, unless specified otherwise in SCC.

13.7 In the event of any contract amendment, the supplier shall, within 21 days of receipt

of such amendment, furnish the amendment to the performance security, rendering the same valid for the duration of the contract, as amended for further period of 60 days thereafter.

13.8 The order confirmation should be received within 15 days from the date of

notification of award/purchase order.

14. Inspections and Tests 14.1 The Supplier shall at its own expense and at no cost to the Purchaser carry out all

such tests and/or inspections of the Goods and Related Services as are specified in the SCC or as discussed during the course of finalizing the contract.

14.2 The Purchaser or its representative shall have the right to inspect and/or to test the

Goods to confirm their conformity to the Contract specifications at no extra cost to the Purchaser. The Technical Specifications and SCC shall specify what inspections and tests the Purchaser requires and where they are to be conducted. The Purchaser shall notify the Supplier in writing in a timely manner of the identity of any representatives retained for these purposes.

21 14.3 The inspections and tests may be conducted on the premises of the Supplier or its

subcontractor(s), at the point of delivery and/or at the Goods final destination. If conducted on the premises of the Supplier or its subcontractor(s), all reasonable facilities and assistance, including access to drawings and production data - shall be furnished to the inspectors at no charge to the Purchaser.

14.4 Whenever the Supplier is ready to carry out any such test and inspection, it shall give

a reasonable advance notice, including the place and time, to the Purchaser. The Supplier shall obtain from any relevant third party or manufacturer any necessary permission or consent to enable the Purchaser or its designated representative to attend the test and/or inspection.

14.5 Should any inspected or tested Goods fail to conform to the specifications, the

Purchaser may reject the goods and the Supplier shall either replace the rejected Goods or make alterations necessary to meet specification requirements free of cost to the Purchaser.

14.6 The Purchaser's right to inspect, test and, where necessary, reject the Goods after the

Goods' arrival at final destination shall in no way be limited or waived by reason of the Goods having previously been inspected, tested and passed by the Purchaser or its representative prior to the Goods shipment.

14.7 The Supplier shall provide the Purchaser with a report of the results of any such test

and/or inspection.

14.8 With a view to ensure that claims on insurance companies, if any, are lodged in time, the bidders and /or the Indian agent, if any, shall be responsible for follow up with their principals for ascertaining the dispatch details and informing the same to the Purchaser and he shall also liaise with the Purchaser to ascertain the arrival of the consignment after customs clearance so that immediately thereafter in his presence the consignment could be opened and the insurance claim be lodged, if required, without any loss of time. Any delay on the part of the bidder/ Indian Agent would be viewed seriously and he shall be directly responsible for any loss sustained by the purchaser on the event of the delay.

15. Packing 15.1 The Supplier shall provide such packing of the Goods as is required to prevent their

damage or deterioration during transit to their final destination as indicated in the price schedule form/Contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme temperatures, salt and precipitation during transit and open storage. Packing case size and weights shall take into consideration, where appropriate, the remoteness of the Goods' final destination and the absence of heavy handling facilities at all points in transit. Since Air cargo handling is not of the highest order in India, we prefer to have wooden crating with adequate cushion inside for transportation of any goods.

15.2 The packing, marking and documentation within and outside the packages shall comply

strictly with such special requirements as shall be provided for in the Contract including additional requirements, if any, specified in SCC and in any subsequent instructions ordered by the Purchaser.

22 16. Delivery and Documents 16.1 Delivery of the Goods and completion and related services shall be made by the Supplier

in accordance with the terms specified by the Purchaser in the contract. The details of shipping and/or other documents to be furnished by the supplier are specified in SCC.

16.2 The terms FOB, FCA, CIF, CIP etc shall be governed by the rules prescribed in the

current edition of the Incoterms published by the International Chambers of Commerce, Paris.

16.3 The mode of transportation shall be as specified in SCC. 17. Insurance 17.1 Should the purchaser elect to buy on CIF/CIP basis, the Goods supplied under the

Contract shall be fully insured in Indian Rupees against any loss or damage incidental to manufacture or acquisition, transportation, storage and delivery in the manner specified in SCC.

17.2 Where delivery of the goods is required by the purchaser on CIF or CIP basis the

supplier shall arrange and pay for Cargo Insurance, naming the purchaser as beneficiary and initiate & pursue claims till settlement, on the event of any loss or damage.

17.3 Where delivery is on FOB or FCA basis, insurance would be the responsibility of the

purchaser. 17.4 With a view to ensure that claims on insurance companies, if any, are lodged in

time, the bidders and /or the Indian agent, if any, shall be responsible for follow up with their principals for ascertaining the dispatch details and informing the same to the Purchaser and he shall also liaise with the Purchaser to ascertain the arrival of the consignment after customs clearance so that immediately thereafter in his presence the consignment could be opened and the insurance claim be lodged, if required, without any loss of time. Any delay on the part of the bidder/Indian Agent would be viewed seriously and he shall be directly responsible for any loss sustained by the purchaser on the event of the delay.

18. Transportation 18.1 Where the Supplier is required under the Contract to deliver the Goods FOB,

transport of the Goods, up to and including the point of putting the Goods on board the vessel at the specified port of loading, shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract price. Where the Supplier is required under the Contract to deliver the Goods FCA, transport of the Goods and delivery into the custody of the carrier at the place named by the Purchaser or other agreed point shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract price.

18.2 Where the Supplier is required under the Contract to deliver the Goods CIF or CIP,

transport of the Goods to the port of destination or such other named place of destination in the Purchaser’s country, as shall be specified in the Contract, shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract Price.

23 18.3 In the case of supplies from within India, where the Supplier is required under the

Contract to transport the Goods to a specified destination in India, defined as the Final Destination, transport to such destination, including insurance and storage, as specified in the Contract, shall be arranged by the Supplier, and the related costs shall be included in the Contract Price.

19. Incidental Services 19.1 The supplier may be required to provide any or all of the services, as discussed during

the course of finalizing the contract.

20. Spare Parts 20.1 The Supplier shall be required to provide any or all of the following materials,

notifications, and information pertaining to spare parts manufactured or distributed by the Supplier:

(a) Such spare parts as the Purchaser may elect to purchase from the Supplier,

providing that this election shall not relieve the Supplier of any warranty obligations under the Contract; and

(b) In the event of termination of production of the spare parts: (i) Advance notification to the Purchaser of the pending termination, in

sufficient time to permit the Purchaser to procure needed requirements; and

(ii) Following such termination, furnishing at no cost to the Purchaser, the

blueprints, drawings and specifications of the spare parts, if requested.

21. Warranty 21.1 The Supplier warrants that all the Goods are new, unused, and of the most recent or

current models, and that they incorporate all recent improvements in design and materials, unless provided otherwise in the Contract.

21.2 The Supplier further warrants that the Goods shall be free from defects arising from any act or omission of the Supplier or arising from design, materials, and workmanship, under normal use in the conditions prevailing in India.

21.3 Unless otherwise specified in the SCC, the warranty shall remain valid for twelve (12) months after the Goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the SCC, or for eighteen (18) months after the date of shipment from the port or place of loading in the country of origin, whichever period concludes earlier.

21.4 The Purchaser shall give notice to the Supplier stating the nature of any such defects together with all available evidence thereof, promptly following the discovery thereof. The Purchaser shall afford all reasonable opportunity for the Supplier to inspect such defects.

21.5 Upon receipt of such notice, the Supplier shall, within a reasonable period of time expeditiously repair or replace the defective Goods or parts thereof, at no cost to the Purchaser.

24 21.6 If having been notified, the Supplier fails to remedy the defect within a reasonable

period of time; the Purchaser may proceed to take within a reasonable period such remedial action as may be necessary, at the Supplier’s risk and expense and without prejudice to any other rights which the Purchaser may have against the Supplier under the Contract.

22. Terms of Payment 22.1 The method and conditions of payment to be made to the Supplier under this Contract

shall be as specified in the SCC. 22.2 The Supplier's request(s) for payment shall be made to the Purchaser in writing,

accompanied by an invoice describing, as appropriate, the Goods delivered and the Services performed, Acceptance Certificate and by documents, submitted pursuant to Delivery and document Clause of the GCC and upon fulfillment of other obligations stipulated in the contract.

22.3 Payments shall be made promptly by the Purchaser but in no case later than thirty (30)

days after submission of the invoice or claim by the Supplier. 22.4 Payment shall be made in currency as indicated in the contract. 23. Change Orders and Contract Amendments. 23.1 The Purchaser may at any time, by written order given to the Supplier pursuant to

Clause on Notices of the GCC make changes within the general scope of the Contract in any one or more of the following:

(a) Drawings, designs, or specifications, where Goods to be furnished under the

Contract are to be specifically manufactured for the Purchaser; (b) The method of shipping or packing; (c) The place of delivery; and/or

(d) The Services to be provided by the Supplier. (e) The delivery schedule. 23.2 If any such change causes an increase or decrease in the cost of, or the time required

for, the Supplier's performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended. Any claims by the Supplier for adjustment under this clause must be asserted within fifteen (15) days from the date of the Supplier's receipt of the Purchaser's change order.

23.3 No variation or modification in the terms of the contract shall be made except by written

amendment signed by the parties. 24. Assignment 24.1 The Supplier shall not assign, in whole or in part, its obligations to perform under the

Contract, except with the Purchaser's prior written consent.

25 25. Subcontracts 25.1 The Supplier shall notify the Purchaser in writing of all subcontracts awarded under this

Contract if not already specified in the bid. Such notification, in the original bid or later, shall not relieve the Supplier from any liability or duties or obligation under the Contract.

26. Extension of time. 26.1 Delivery of the Goods and performance of the Services shall be made by the Supplier in

accordance with the time schedule specified in the contract. 26.2 If at any time during performance of the Contract, the Supplier or its sub-contractor(s)

should encounter conditions impeding timely delivery of the Goods and performance of Services, the Supplier shall promptly notify the Purchaser in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Purchaser shall evaluate the situation and may, at its discretion, extend the Supplier’s time for performance with or without penalty, in which case the extension shall be ratified by the parties by amendment of the Contract.

26.3 Except as provided under the Force Majeure clause of the GCC, a delay by the Supplier

in the performance of its delivery obligations shall render the Supplier liable to the imposition of penalty pursuant to Penalty Clause of the GCC unless an extension of time is agreed upon pursuant to above clause without the application of penalty clause.

27. Penalty clause

27.1 Subject to GCC Clause on Force Majeure, if the Supplier fails to deliver any or all of the

Goods or to perform the Services within the period(s) specified in the Contract, the Purchaser shall, without prejudice to its other remedies under the Contract, deduct from the Contract Price, as penalty, a sum equivalent to 0.5 percent of the delivered price of the delayed Goods or unperformed Services for each week or part thereof of delay until actual delivery or performance, up to a maximum deduction of 10 Percent. Once the maximum is reached, the Purchaser may consider termination of the Contract pursuant to GCC Clause on Termination for Default.

28. Termination for Default 28.1 The Purchaser may, without prejudice to any other remedy for breach of contract, by

written notice of default sent to the Supplier, terminate the Contract in whole or part (a) If the Supplier fails to deliver any or all of the Goods within the period(s) specified in

the contract, or within any extension thereof granted by the Purchaser pursuant to GCC Clause on Extension of Time; or

(b) If the Supplier fails to perform any other obligation(s) under the Contract. (c) If the Supplier, in the judgment of the Purchaser has engaged in corrupt or fraudulent

or collusive or coercive practices as defined in GCC Clause on Fraud or Corruption in competing for or in executing the Contract.

26 28.2 In the event the purchaser terminates the contract in whole or in part, he may take

recourse to any one or more of the following action:

a) The Performance Security is to be forfeited; b) The purchaser may procure, upon such terms and in such manner as it deems

appropriate, stores similar to those undelivered, and the supplier shall be liable for all available actions against it in terms of the contract.

c) However, the supplier shall continue to perform the contract to the extent not terminated.

29. Force Majeure 29.1 Notwithstanding the provisions of GCC Clauses relating to extension of time, penalty

and Termination for Default the Supplier shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if and to the extent that, its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

29.2 For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of the Supplier that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack of care on the part of the Supplier. Such events may include, but not be limited to, acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

29.3 If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing of such conditions and the cause thereof within 21 days of its occurrence. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

29.4 If the performance in whole or in part or any obligations under the contract is prevented or delayed by any reason of force majeure for a period exceeding 60 days, either party may at its option terminate the contract without any financial repercussions on either side.

30. Termination for Insolvency 30.1 The Purchaser may at any time terminate the Contract by giving written notice to the

Supplier, if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy, which has accrued or will accrue thereafter to the Purchaser.

31. Termination for Convenience 31.1 The Purchaser, by written notice sent to the Supplier, may terminate the Contract, in

whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for the Purchaser's convenience, the extent to which performance of the Supplier under the Contract is terminated, and the date upon which such termination becomes effective.

31.2 The Goods that are complete and ready for shipment within 30 days after the Supplier's

receipt of notice of termination shall be accepted by the Purchaser at the Contract terms and prices. For the remaining Goods, the Purchaser may elect:

(a) To have any portion completed and delivered at the Contract terms and prices;

and/or

27

(b) To cancel the remainder and pay to the Supplier an agreed amount for partially completed Goods and for materials and parts previously procured by the Supplier.

32. Settlement of Disputes 32.1 The Purchaser and the supplier shall make every effort to resolve amicably by direct

informal negotiation any disagreement or dispute arising between them under or in connection with the Contract.

32.2 If, after twenty-one (21) days, the parties have failed to resolve their dispute or difference by

such mutual consultation, then either the Purchaser or the Supplier may give notice to the other party of its intention to commence arbitration, as hereinafter provided, as to the matter in dispute, and no arbitration in respect of this matter may be commenced unless such notice is given. Any dispute or difference in respect of which a notice of intention to commence arbitration has been given in accordance with this Clause shall be finally settled by arbitration. Arbitration may be commenced prior to or after delivery of the Goods under the Contract. .

32.3 The dispute settlement mechanism/arbitration proceedings shall be concluded as under:

(a) In case of Dispute or difference arising between the Purchaser and a domestic

supplier relating to any matter arising out of or connected with this agreement, such disputes or difference shall be settled in accordance with the Indian Arbitration & Conciliation Act, 1996, the rules there under and any statutory modifications or re-enactments thereof shall apply to the arbitration proceedings. The dispute shall be referred to the Director General, Council of Scientific & Industrial Research and if he is unable or unwilling to act, to the sole arbitration of some other person appointed by him willing to act as such Arbitrator. The award of the arbitrator so appointed shall be final, conclusive and binding on all parties to this order.

(b) In the case of a dispute between the purchaser and a Foreign Supplier, the

dispute shall be settled by arbitration In accordance with provision of sub-clause (a) above. But if this is not acceptable to the supplier then the dispute shall be settled in accordance with provisions of UNCITRAL (United Nations Commission on International Trade Law) Arbitration Rules.

32.4 The venue of the arbitration shall be the place from where the purchase

order/contract is issued. 32.5 Notwithstanding any reference to arbitration herein,

(a) the parties shall continue to perform their respective obligations under the Contract unless they otherwise agree; and

(b) the Purchaser shall pay the Supplier any monies due the Supplier. 33. Governing Language 33.1 The contract shall be written in English language which shall govern its interpretation. All

correspondence and other documents pertaining to the Contract, which are exchanged by the parties, shall be written in the English language only.

28 34. Applicable Law

34.1 The Contract shall be interpreted in accordance with the laws of the Union of India and all disputes shall be subject to place of jurisdiction as specified in SCC.

35. Notices 35.1 Any notice given by one party to the other pursuant to this contract/order shall be sent to

the other party in writing or by cable, telex, FAX or e mail and confirmed in writing to the other party’s address specified in the SCC.

35.2 A notice shall be effective when delivered or on the notice’s effective date, which ever is

later. 36. Taxes and Duties 36.1 For goods manufactured outside India, the Supplier shall be entirely responsible for

all taxes, stamp duties, license fees, and other such levies imposed outside India.

36.2 For goods Manufactured within India, the Supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred till its final manufacture/production.

36.3 If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in India, the Purchaser shall make its best efforts to enable the Supplier to benefit from any such tax savings to the maximum allowable extent.

37. Right to use Defective Goods 37.1 If after delivery, acceptance and installation and within the guarantee and warranty

period, the operation or use of the goods proves to be unsatisfactory, the Purchaser shall have the right to continue to operate or use such goods until rectifications of defects, errors or omissions by repair or by partial or complete replacement is made without interfering with the Purchaser’s operation.

38. Protection against Damage 38.1 The system shall not be proned to damage during power failures and trip outs, etc. as per SCC The normal voltage and frequency conditions available at site as under:

a) Voltage 230 volts – Single phase/ 415 V 3 phase (± 10%) b) Frequency 50 Hz. (±10%)

39. Site preparation and installation

The Purchaser is solely responsible for the construction of the equipment sites in compliance with the technical and environmental specifications defined by the Supplier. The Purchaser will designate the installation sites before the scheduled installation date to allow the Supplier to perform a site inspection to verify the appropriateness of the sites before the installation of the Equipment, if required. The supplier shall inform the purchaser about the site preparation, if any, needed for installation, of the goods at the purchaser’s site immediately after notification of Award / Purchase Order / Agreement.

29 40. A Pre-bid conference will be held 21.11.2013 at 11 AM. All interested bidders

are requested to attend. Modification if any in the Tender document after the Pre-bid Conference would be hosted on the website only.

(i) SPECIAL CONDITIONS OF CONTRACT

Special conditions of contract (SCC)

The following Special Conditions of Contract (SCC) shall supplement and / or amend the General Conditions of Contract (GCC). Whenever there is a conflict, the provisions herein shall prevail over those in the GCC.

GCC 1.1(l) The Purchaser is: The Director, National Institute for Interdisciplinary Science & Technology, Trivandrum.

GCC 1.1 (m) The Final Destination is: National Institute for Interdisciplinary Science & Technology, Trivandrum. Industrial Estate, Pappanamcode, Trivandrum- 695019 (Kerala), India

GCC 13.1 The amount of the Performance Security shall be: 10 % of the contract value

GCC 14.1 The Inspection and Tests prior to shipment of Goods and at final acceptance are as follows :

After the goods are manufactured and assembled, inspection and testing of the goods shall be carried out at the supplier’s plant by the supplier, prior to shipment to check whether the goods are in conformity with the technical specifications. Manufacturer’s test certificate with data sheet shall be issued to this effect and submit along with the delivery documents. The purchaser reserves the options to be present at the supplier’s premises during such inspection and testing.

The acceptance test will be conducted by the Purchaser, their consultant or other such person nominated by the Purchaser at its option after the equipment is installed at Purchaser’s site in the presence of supplier’s representatives. The acceptance will involve trouble free operation. There shall not be any additional charges for carrying out acceptance test. No malfunction, partial or complete failure of any part of the equipment is expected to occur. The Supplier shall maintain necessary log in respect of the result of the test to establish to the entire satisfaction of the Purchaser, the successful completion of the test specified.

In the event of the ordered item failing to pass the acceptance test, a period not exceeding two weeks will be given to rectify the defects and clear the acceptance test, failing which, the Purchaser reserve the right to get the equipment replaced by the Supplier at no extra cost to the Purchaser.

30

Successful conduct and conclusion of the acceptance test for the installed goods and equipments shall also be the responsibility and at the cost of the Supplier. Before the goods and equipments are taken over by the Purchaser, the Supplier shall supply operation and maintenance Manuals together with Drawings of the goods and equipments built. These shall be in such details as will enable the Purchase to operate, maintain, adjust and repair all parts of the works as stated in the specifications.

The Manuals and Drawings shall be in the ruling language (English) and in such form and numbers as stated in the Contract.

Unless and otherwise agreed, the goods and equipment shall not be considered to be completed for the purposes of taking over until such Manuals and Drawing have been supplied to the Purchaser.

On successful completion of acceptability test, receipt of deliverables, etc. and after the Purchaser is satisfied with the working of the equipment, the acceptance certificate signed by the Supplier and the representative of the Purchaser will be issued. The date on which such certificate is signed shall be deemed to be the date of successful commissioning of the equipment.

GCC 16.1 Details of Shipping and other Documents to be furnished by the Supplier are

(i) For Goods being offered from India Within 24 hours of dispatch, the supplier shall notify the purchaser the complete details of dispatch and also supply following documents by registered post / speed post and copies thereof by FAX. 0471-2491895/2491712 or mail spo@niist.res.in (a) Two copies of Supplier’s Invoice indicating, inter-alia description and

specification of the goods, quantity, unit price, total value; (b) Packing list; © Certificate of country of origin; (d) Insurance certificate, if required under the contract; (e) Railway receipt/Consignment note; (f) Manufacturer’s guarantee certificate and in-house inspection certificate; (g) Inspection certificate issued by purchaser’s inspector, if any and (h) Any other document(s) as and when required in terms of the contract. Note:

1. The nomenclature used for the item description in the invoices(s), packing list(s) and the delivery note(s) etc. should be identical to that used in the contract. The dispatch particulars including the name of the transporter should also be mentioned in the Invoice(s)

2. The above documents should be received by the Purchaser before arrival of the Goods and, if not received, the Supplier will be responsible for any consequent expenses

31

(ii) For Goods being offered from abroad Within 24 hours of dispatch, the supplier shall notify the purchaser the complete details of dispatch and also supply following documents by Registered Post/courier and copies thereof by FAX. 0471-2491895/2491712 or mail spo@niist.res.in a) Two copies of supplier’s Invoice giving full details of the goods including quantity,

value, etc.; b) Packing list; c) Certificate of country of origin; d) Manufacturer’s guarantee and Inspection certificate; e) Inspection certificate issued by the Purchaser’s Inspector, if any; f) Insurance Certificate, if required under the contract; g) Name of the Vessel/Carrier; h) Original bill of Lading/Airway Bill; i) Port of Loading; j) Date of Shipment; k) Port of Discharge & expected date of arrival of goods and l) Any other document(s) as and when required in terms of the contract.

Note:

1. The nomenclature used for the item description in the invoices(s), packing list(s) and the delivery note(s) etc. should be identical to that used in the contract. The dispatch particulars including the name of the transporter should also be mentioned in the Invoice(s)

2. The above documents should be received by the Purchaser before arrival of the Goods and, if not received, the Supplier will be responsible for any consequent expenses

GCC 16.3 In case of supplies from within India, the mode of transportation shall be by Air/Rail/Road.

In case of supplies from abroad, the mode of transportation shall be by Air only.

GCC 17.1 The Insurance shall be for an amount equal to 110% of the CIP value of the contract from within “warehouse to warehouse (final destination)” on “all risk basis” including strikes, riots and civil commotion.

32 22.1 The method and conditions of payment to be made to the Supplier under this

Contract shall be as follows:

Payment for Goods and services offered from abroad:

Payment of foreign currency portion shall be made in the currency of contract in the following manner:

i. On Shipment: Ninety (90) percent of the Contract Price of the Goods shipped shall be paid through irrevocable letter of credit opened in favor of the Supplier in a bank in its country, upon submission of documents specified in GCC Clause 16.1.

(ii) On Acceptance: Ten (10) percent of the Contract Price of Goods received shall be paid within thirty (30) days of receipt of the Goods and successful installation & commissioning upon submission of claim supported by the acceptance certificate issued by the Purchaser along with the Performance security, if any.

The L/C will be confirmed at the suppliers cost, if requested specifically by the supplier. If L/C is requested to be extended/ reinstated for reasons not attributable to the purchaser, the charges thereof would be to the suppliers’ account. Payment of local currency portion shall be made in Indian Rupees within thirty (30) days of presentation of claim supported by a certificate from the Purchaser declaring that the Goods have been delivered and that all other contracted Services have been performed. The LC for 100% value of the contract shall be established after deducting the agency commission payable, if any to the Indian agent from the FOB/FCA value.

Payment for Goods and Services offered from India:

Payment for Goods and Services supplied from within India shall be made in Indian Rupees, as follows:

(i) On shipment : Ninety (90) percent of the Contract Price shall be paid on receipt of the Goods and upon submission of the documents specified in GCC Clause 16.1

(ii) On Acceptance: The remaining ten(10) percent of the Contract value shall be paid to the Supplier within thirty (30) days after the date of the acceptance certificate issued by the Purchaser subject to submission of performance security, if any.

GCC 34.1 The place of jurisdiction is Trivandrum, Kerala India

GCC 35.1 For notices, the Purchaser’s address is

Attention: The Stores and Purchase Officer

The National Institute for Interdisciplinary Science and Technology, Industrial Estate, Pappanamcode, Trivandrum -695019, (Kerala), India.

Telephone: 0471-2491895/2515239/256/378/2535511/2535510

Facsimile number: 0471-2491895.

33

Chapter 3

Price Schedule Forms

Table of Contents

Sl. No. Clause Page No. 1. Price schedule for Goods being 34 Offered from abroad 2. Price schedule for Goods offered 35 from India

1

PRICE SCHEDULE FOR GOODS BEING OFFERED FROM ABROAD Name of the Bidder_________________ TENDER No._____________ 1 2 3 4 5 6* 7* 8* 9* 10 11

Sl. No.

Item Description

Country of origin

Unit Quantity Unit price

Total price(5x6)

Charges for Insurance & transportation to port//place of destination

Total price (7+8)

Indian Agents Commission as a percent of FOB /FCA price included in the Quoted price

Appx.Ship-ment weight and volume.

FCA (International Exit Airport)

FCA (International Exit Airport)

CIP

Air

Note:. Total Bid price in foreign currency _____________ (a) Indian agents name & address ________________________________ in words. (b) Installation and commissioning charges, if any ____________________ Signature of Bidder _______________________ (c) The Indian agent’s commission shall be paid in Indian Rs. only based on the Name ____________________________ Exchange rate prevailing on the date of negotiation of documents in Business Address_________________________ Accordance with clause 22.1 of GCC.

(c) The cost of optional items shall be indicated separately.

12 Appx. Shipment weight and Volume

35

PRICE SCHEDULE FOR GOODS BEING OFFERED FROM INDIA

Name of the Bidder_________________ Tender No.______________ 1 2 3 4 5 6 7 8 9 10 11Sl. No.

Item Description

Country of origin

Unit Quantity Ex-Works.,Ex-warehouse,,Ex-show room off the shelf price (inclusive of all taxes already paid)

Total priceEx-Works.,Ex-warehouse,,Ex-show room off the shelf price (inclusive of all taxes already paid) 5x6

VAT & other taxes like excise duty payable, if contract is awarded

Packing & for warding upto station of dispatch

Charges for inland transportation, insurance to ultimate destination i.e. NIIST, Trivandrum

Installation,Commissioning And training Charges, If any

Total Bid price in foreign currency _____________

in words. Signature of Bidder _______________________ Name ____________________________ Business Address_________________________ Note : (a) The cost of optional items shall be indicated separately.

1

Chapter 4

Qualification requirements

(a) The Bidder should be a manufacturer/authorized representative of a manufacturer who

must have designed, manufactured, tested and supplied the equipment(s) similar to the type specified in the “Technical Specification”. Such equipments must be of the most recent series/models incorporating the latest improvements in design. The models should be in successful operation for at least one year as on date of Bid Opening.

(b) The Bidder should furnish the information on all past supplies and satisfactory

performance in the proforma (Performance Statement Form) (c) Bidders shall invariably furnish documentary evidence (client’s certificate) in support

of the satisfactory operation of the equipment. (d) Details of Service Centers and information on service support facilities that would be

provided after the warranty period (in the Service Support Form). (e) That adequate and specialized expertise is already available or will be made

available following the execution of the contract in the Purchaser’s country, to ensure that the support services are responsive and adequate as per ITB 13.2(c).

(f) The Indian Agents of foreign manufacturers/ suppliers quoting directly on behalf of

their principals for items appearing in the restricted list of the current EXIM policy of the Govt. of India are registered with DGS&D.

(g) To maintain sanctity of tendering system one Indian agent cannot represent

two different foreign principals in one tender.

37

Chapter 5

Contract form

Contract No. _____________________________ Date:_______________ THIS CONTRACT AGREEMENT is made

the [ insert: number ] day of [ insert: month ], [ insert: year ].

BETWEEN

(1)The Council of Scientific & Industrial Research registered under the Societies Registration Act 1860 of the Government of India having its registered office at 2, Rafi Marg, New Delhi-110001, India represented by The Director, The National Institute for Interdisciplinary Science and Technology, Industrial Estate, Pappanamcode, Trivandrum -695019, (Kerala), India. (hereinafter called “the Purchaser”), and

(2) [ insert name of Supplier ], a corporation incorporated under the laws of [ insert: country of Supplier ] and having its principal place of business at [ insert: address of Supplier ] (hereinafter called “the Supplier”).

WHEREAS the Purchaser invited bids for certain Goods and ancillary services, viz., [insert brief description of Goods and Services] and has accepted a Bid by the Supplier for the supply of those Goods and Services in the sum of [insert Contract Price in words and figures, expressed in the Contract currency(ies) ] (hereinafter called “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to.

2. The following documents shall constitute the Contract between the Purchaser and the Supplier, and each shall be read and construed as an integral part of the Contract:

(a) This Contract Agreement

(b) Special Conditions of Contract

(c) General Conditions of Contract

(d) Technical Requirements (including Schedule of Requirements and Technical Specifications)

(e) The Supplier’s Bid and original Price Schedules

(f) The Purchaser’s Notification of Award

(g) [Add here any other document(s)]

3. This Contract shall prevail over all other Contract documents. In the event of any discrepancy or inconsistency within the Contract documents, then the documents shall prevail in the order listed above.

38 4. In consideration of the payments to be made by the Purchaser to the Supplier as

hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of the Contract.

5. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with the laws of Union of India on the day, month and year indicated above.

For and on behalf of the Council of Scientific & Industrial Research Signed: [insert signature] in the capacity of [ insert title or other appropriate designation ] in the presence of [insert identification of official witness] Signed: [insert signature] in the capacity of [ insert title or other appropriate designation ] in the presence of [insert identification of official witness] For and on behalf of the Supplier Signed: [insert signature of authorized representative(s) of the Supplier] in the capacity of [ insert title or other appropriate designation ] in the presence of [ insert identification of official witness]

39

Chapter 6

Other standard forms

Table of Contents

Sl. No. Name Page No. 1. Manufacturers’ Authorization Form 40 2. Bid Security Form 41 3. Performance Statement Form 42 4. Deviation Statement Form 43 5. Service Support Detail Form 44 6. Bid Form 45 7. Performance Security Form 47 8. Acceptance Certificate Form 48

40

MANUFACTURERS' AUTHORIZATION FORM

[The Bidder shall require the Manufacturer to fill in this Form in accordance with the instructions indicated. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.

Date: [insert date (as day, month and year) of Bid Submission] Tender No.: [insert number from Invitation For Bids]

To: [insert complete name and address of Purchaser] WHEREAS We [insert complete name of Manufacturer], who are official manufacturers of [insert type of goods manufactured], having factories at [insert full address of Manufacturer’s factories], do hereby authorize [insert complete name of Bidder] to submit a bid the purpose of which is to provide the following Goods, manufactured by us [insert name and or brief description of the Goods], and to subsequently negotiate and sign the Contract. We hereby extend our full guarantee and warranty in accordance with Clause 21 of the General Conditions of Contract, with respect to the Goods offered by the above firm. Signed: [insert signature(s) of authorized representative(s) of the Manufacturer] Name: [insert complete name(s) of authorized representative(s) of the Manufacturer] Title: [insert title] Duly authorized to sign this Authorization on behalf of: [insert complete name of Bidder] Dated on ____________ day of __________________, _______ [insert date of signing]

41

BID SECURITY FORM

Whereas ________________________________________________________ (hereinafter called the tenderer”) has submitted their offer dated ___________________________________________ for the supply of _______________________________________________________ (hereinafter called the tender”) Against the purchaser’s tender enquiry No._________________________________ KNOW ALL MEN by these presents that WE _______________________________ of ________________________________________ having our registered office at _________________________________are bound unto _____________________ (hereinafter called the “Purchaser”) In the sum of _______________________________________________________ For which payment will and truly to be made to the said Purchaser, the Bank binds itself, its successors and assigns by these presents. Sealed with the Common Seal of the said Bank this ______________day of ____________20__________. THE CONDITIONS OF THIS OBLIGATION ARE: (1) If the tenderer withdraws or amends, impairs or derogates from the Tender in any respect within the period of validity of this tender. (2) If the tenderer having been notified of the acceptance of his tender by the Purchaser during the period of its validity:-

a) If the tenderer fails to furnish the Performance Security for the due Performance of the contract.

b) Fails or refuses to accept/execute the contract.

WE undertake to pay the Purchaser up to the above amount upon receipt of its first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the amount claimed by it is due to it owing to the occurrence of one or both the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force up to and including 45 days after the period of tender validity and any demand in respect thereof should reach the Bank not later than the above date.

______________________

(Signature of the authorized officer of the Bank)

___________________________________

__________________________________

Name and designation of the officer

___________________________________

Seal, name & address of the Bank and address of the Branch

42

PERFORMANCE STATEMENT FORM (For a period of last 3 years)

Name of the Firm……………………….

Order Placed by (full address of Purchaser)

Order No. and date

Description and quantity of ordered equipment

Value of order

Date of completion of delivery as per contract

Date of actual completion of delivery.

Remarks indicating reasons for late delivery, if any

Has the equipment been installed satisfactory? (Attach a certificate from the purchaser/Consignee)

Contact person along with Telephone No., FAX No. and e-mail address

Signature and Seal of the manufacturer/Bidder……………………………. Place : Date :

43

DEVIATION STATEMENT FORM

1) The following are the particulars of deviations from the requirements of the tender specifications:

CLAUSE DEVIATION REMARKS

(INCLUDING JUSTIFICATION)

Place: Date:

Signature and seal of the

Manufacturer/Bidder

NOTE:

1) Where there is no deviation, the statement should be returned duly signed with an endorsement indicating “No Deviations”.

44

SERVICE SUPPORT DETAIL FORM Sl. No.

Nature of training imparted

List of similar type equipments serviced in the past 3 years

Address, Telephone Nos. , Fax Nos. and e mail address

Signature and Seal of the manufacturer/Bidder……………………………. Place : Date :

45

Bid Form [The Bidder shall fill in this Form in accordance with the instructions indicated No alterations to its format shall be permitted and no substitutions shall be accepted.]

Date: [insert date (as day, month and year) of Bid Submission] Tender No.: [insert number from Invitation for Bids]

Invitation for Bid No.: [insert No of IFB] To: [insert complete name of Purchaser]

We, the undersigned, declare that: (a) We have examined and have no reservations to the Bidding Documents, including Addenda

No.: [insert the number and issuing date of each Addenda]; (b) We offer to supply in conformity with the Bidding Documents and in accordance with the

Delivery Schedules specified in the Schedule of Requirements the following Goods and Related Services [insert a brief description of the Goods and Related Services];

(c) The total price of our Bid, excluding any discounts offered in item (d) below, is: [insert the

total bid price in words and figures, indicating the various amounts and the respective currencies];

(d) The discounts offered and the methodology for their application are: Discounts. If our bid is accepted, the following discounts shall apply. [Specify in detail each

discount offered and the specific item of the Schedule of Requirements to which it applies.] (e) Our bid shall be valid for the period of time specified in ITB Sub-Clause 20.1, from the date

fixed for the bid submission deadline in accordance with ITB Sub-Clause 24.1, and it shall remain binding upon us and may be accepted at any time before the expiration of that period;

(f) If our bid is accepted, we commit to obtain a performance security in accordance with ITB

Clause 41 and GCC Clause 13 for the due performance of the Contract; (g) The following commissions, gratuities, or fees have been paid or are to be paid with respect

to the bidding process or execution of the Contract: [insert complete name of each Recipient, its full address, the reason for which each commission or gratuity was paid and the amount and currency of each such commission or gratuity]

Name of Recipient Address Reason Amount

(If none has been paid or is to be paid, indicate “none.”)

(k) We understand that this bid, together with your written acceptance thereof included in your

notification of award, shall constitute a binding contract between us, until a formal contract is prepared and executed.

46

(l) We understand that you are not bound to accept the lowest evaluated bid or any other bid

that you may receive. Signed: [insert signature of person whose name and capacity are shown] In the capacity of [insert legal capacity of person signing the Bid Submission Form] Name: [insert complete name of person signing the Bid Submission Form] Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder] Dated on ____________ day of __________________, _______ [insert date of signing]

47

PERFORMANCE SECURITY FORM To (Name of Purchaser) WHEREAS ________________________________________________________ (name and address of the supplier) ((hereinafter called “the Supplier”) has undertaken, in pursuance of contract No. _____________________dated_______ to supply (description of goods and services) ((hereinafter called “the Contract”). AND WHEREAS it has been stipulated by you in the said contract that the supplier shall furnish you with a bank guarantee by a scheduled commercial recognized by you for the sum specified therein as security for compliance with its obligations in accordance with the contract; AND WHEREAS we have agreed to give the supplier such a bank guarantee; NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the supplier, up to a total of _________________________________ ____________________________________(amount of the guarantee in words and figures), and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the contract and without cavil or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. We hereby waive the necessity of your demanding the said debt from the supplier before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the contract to be performed there under or of any of the contract documents which may be made between you and the supplier shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification. This guarantee shall be valid until the _____day of ________,20______. ______________________ (Signature of the authorized officer of the Bank) ___________________________________ Name and designation of the Officer ____________________________________ ____________________________________ Seal, name & address of the Bank and address of the Branch.

Acceptance certificate form

48

No. Dated:

M/s ____________________________________

__________________________________

__________________________________

Sub: Certificate of commissioning of equipment (Computer/Server, etc.)

1. This is to certify that the equipment as detailed below has/have been received in good condition along with all the standard and special accessories (subject to remarks in Para 2). The same has been installed and commissioned.

(a) Contract No. _____________________________Date___________ (b) Description of the equipment_______________________________ (c) Name of the consignee___________________________________ (d) Scheduled date of delivery of the consignment to the Lab./Instts.______ (e) Actual date of receipt of consignment by the Lab./Instts._____________ (f) Scheduled date for completion of installation/commissioning_________ (g) Actual date of completion of installation/commissioning_____________ (h) Penalty for late delivery(at Lab./Instts. level)Rs.___________________ (i) Penalty for late installation (at Lab./Instts. level Rs.________________ Details of accessories/items not yet supplied and recoveries to be made on that account:

Sl. No. Description Amount to be recovered

The acceptance test has been done to our entire satisfaction.

The supplier has fulfilled his contractual obligations satisfactorily

or

The supplier has failed to fulfill his contractual obligations with regard to the following:

(a)……………………………… (b) ………………………….…. (c)……………………………… (d)……………………………... The amount of recovery on account of failure of the supplier to meet his contractual obligations is as indicated at Sr. No. 3.

For Supplier

Signature………………………

Name…………………………..

Designation……………………

Name of the firm…………………

Date…………………………….

For Purchaser (Indentor / End User)

Signature……………………..

Name………………………….

Designation……………………

Name of the Lab./Instt.……………………..

Date…………………………….

49

CHAPTER 7

Fabrication, erection and commissioning of closed coir retting plant

(0.5T/day)

Specifications:

(1) Retting Tanks (1500mm x 2000mm x 1200 mm) constructed from 4mm M S sheets ( as per 

drawing), coated throughout with epoxy primer and paint : 30 numbers (as per drawing). 

(2) RCC Lid (1500mm x 2000 mm) as per drawing. 

(3) Upflow Anaerobic  Sludge  Blanket Reactor  (UASB)  based  on NIIST  design.The  tenderes 

may contact NIIST for the design. 

(4) Anticorrosion coating throughout with epoxy primer and paint. 

(5) Concrete platform 5 m x 5 m for UASB and 24 m x 5m concrete platform for retting tanks. 

(6) Appropriate masonry basement (1.2 meters from ground level) at Husk Buster area. 

(7) MS cage for 30 retting tanks (1400mm x 1900mm x 970mm) (as per drawing). 

(8) Trolleys  (single  / multiple wheeled  types)  for manual  transport  of  fibre  from defibering 

machine: 3 numbers. 

(9) Conveyor belt  (rubber)  system  to  transport  the  coconut husks  from heap  to Burster  (0.5 

meter width x 8 meters base  length x 28  o  inclination) and another conveyor belt   system 

(0.5 meter width  x  5 meters  base  length  x  28  o  inclination)  to  transport  retted  husk  to 

defibering machine (as per plant layout diagram). 

(10) Gantry crane (travelling type) with lifting capacity: 2000 kgs , Lift Height: 1600 mm, 

Inside span : 6500 mm: 1 number. 

(11) Piping  (as per piping  isometric diagram). All pipes  required are  to be made out of PVC 

with BIS grade. 

(12) Suitable RCC slab:  track, elevated 1 meter  from ground  level supported on columns at 2 

meters span for Gantry crane movement. 

(13) Indicators:  pH  indicator  (digital,  automatic  and  water  proof  type):  1  number,  Level 

indicator (sensor type):1 number, Gas Flow Meter (Thermo‐anemometer Type): 1 number. 

(14) Electrical fittings and wiring as per details given below. 

50

(a) Supply of the following items in a suitable MS stand floor /wall mounting with 

weather  protection according to the requirement at site. 

  *Supply and installation of 6 way vertical MCCB DB 

  100 A MCCB as input, 63A TP MCB: 2 numbers, 32A TP MCB:3 numbers, 6‐32A SP 

MCB   output: 3 numbers. 

  *Supply  of  32 A TP MCB with  suitable  enclosure  as  isolation  for motor  starters:  

5quantities. 

  *Dismantling and reinstallation of Existing Star delta starter with stand: 2 numbers. 

  *Supply of DOL starters: 3 numbers. 

  (b) Supply of following size armoured UG cables along with 10 SWG bare copper 

conductors   2 run through suitable 4 core 4 sq mm armoured copper cable: 50 meters 

  (c) End termination of cables including gland, Cu lug, gland earthing etc. 

  4 core 4 sq mm:  25 numbers. 

  (d) Plant lighting accessories including Bulbs, casing etc (as per site) 

  Additional electrical accessories need to be provided for conveyor belt system. 

(15)  Supply and fixing the following items in a suitable MS stand, floor mounting with 

weather   protection. 

  Kirloskar self priming Slurry pumps with working  flow rate range of 3  ‐ 6 m3/ hr 

with 10   meter head : 2 numbers (connect 1 pump in stand‐ by mode). 

  Biogas collection balloon of neoprene rubber (15000 litre capacity): 1 number. 

  Quote may  also  be  given  for Gas  blower  (near  biogas  collector  balloon)  electric 

type: 1   number. 

  Weighing machine: 150kg capacity: 1 number. 

  Husk crusher (2000 – 3000 husk / hour): 1 number to be transported from NIIST to 

the site   and installed. 

Defibering  machine:  1  number  to  be  transported  from  NIIST  to  the  site  and 

installed. 

(16)  Painting and accessories for all the above metal parts: 

51

Anti corrosion epoxy primer and metal paint coated throughout for all the tanks as 

stated above. 

  First aid box and Primary personal protective equipments like goggles, facemasks, 

etc (as per   requirement). 

 

61

Fabrication, erection and commissioning of demonstration plant for Banana  

Fibre Extraction 

Specifications: 

Tanks (2.2 m  x 2.2 m x 1.5 m) constructed from 4mm  Mild Steel sheets, supported by MS angle 

stands (as per drawing) – 6 Nos, coated throughout with epoxy primer and paint. 

FRP covers for the tanks (as per drawing)  ‐ 6 Nos , coated throughout with epoxy primer and paint. 

Rectangular tank made in 4mm Mild Steel sheets – 2.2m length x 1m width x 1 m height. 2 Nos 

supported by MS angle stands (as per drawing),  coated throughout with epoxy primer and paint. 

Anaerobic Reactor (1.5 m diameter  x  5.7 m height) with gas liquid solid separator hood constructed 

from mild steel and  detachable cover  (as per drawing)  ‐ 1 No , coated throughout with epoxy 

primer and paint. 

Concrete platform with foundation for the Reactor and tanks: Providing and laying foundation for 

placing the anaerobic reactor having a footprint of 5 feet diameter including excavation of earth for 

foundation, placing concrete of 150 mm thick, and RCC pedestal for fixing 3 nos of U clamp having 

75 mm x 75mm x 75mm with necessary reinforcement using M20 CC. 

Providing and concreting a masonry platform having an overall measurement of 15.24m x 2.13m x 

0.60 m concrete with RR masonry 1:6 and on the platform backfilling with excavated stuff and top 

concreting with CC 1:2:4 using 20 mm broken stone with a thickness of 15 cm including finishing 

with cement mortar 1:3 with flushing coat.    

Piping (as per drawing) 

PVC piping of (IS 4985 / relevant BIS) in the grade of 6kg/cm2 with diameter of 25 mm for gas outlet 

lines, 40 mm for water outlet lines, and 50 mm water inlet. 

Ball Valves  ‐Single piece ball valves in the indicated places and additionally 2 nos in the anaerobic 

reactor (3/4”‐ 15 nos , 1 ½ “ ‐7 nos,2 “ ‐12 nos . 

NRV‐1 ½ “‐ 1 no,  4”‐ 2” reducer‐1 no. 

Electrical fittings and wiring as per details given below  

     ( I)  Supply and fixing the following items in a suitable MS stand  floor  mounting with weather 

protection.           

(1) 32A DP MCB with enclosure  ‐1No 

(2) 20A DP MCB with enclosure ‐4 Nos 

(3) DOL starter  1 ph 230v OLP( 6 ‐ 12A)  ‐3Nos 

(4) 2Nos of 15A switch and socket with ms box  

(Rate for total items in item No.I) 

 (II) Supply and laying the following size armored UG cables along with 14 swg bare copper  

conductor through suitable PVC pipe(4kg/cm2  ) open /concealed   

1. 2x6 Sq mm copper cable‐  rate per meter  

2. 2x4 sq mm copper cable ‐  rate per meter 

           (III)  End termination of cables including gland, cu lug, gland ear thing etc 

2x6 sq mm ‐2nos ‐Rate for one number 

2x4 sq mm ‐13Nos ‐ Rate for one number 

Kirloskar  self priming Slurry pumps 1HP (flow rate around 20 litres/min) – 2 Nos. 

Motorised crusher – 1 No. 2 smooth steel roller crusher such as using for rubber sheet making 

Washing jet – 1 No. 

Biogas collection balloon of neoprene rubber ‐ 1 no. :  5000 litre capacity  

 

 

 

 

 

CLARIFICATIONS AND RESPONSES IN THE PRE BID MEETING HELD ON 21ST NOVEMBER 2013 IN OURCOMMITTEE ROOM FOR THE FABRICATION, ERECTION

AND COMMISSIONING OF DEMONSTRATION PLANT FOR BANANA FIBRE EXTRACTION

File No : PUR/IMP/081/13

Description of Item : FABRICATION, ERECTION AND COMMISSIONING OF DEMONSTRATION PLANT FOR BANANA FIBRE EXTRACTION

Clarifications about Banana Fibre Extraction Project .

Qtn: How much time for the implementation of the project?

Ans: 2 Months.

Qtn: All the works (including civil works) and fabrication machineries are not available in a single industry we can go for outsourcing?

Ans: Yes

Qtn: What is the maximum reserved price for the project?

Ans: No concept of reserve prices.

Qtn: In the design of the tank some bulging will take place when frequently used, we will provide the reinforcement or not?

Ans: Not required (follow the drawings).

Qtn: When we quote the commercial bid based on practical cost including the union problem and labor installation problems(Loading and unloading) that’s and all hidden cost , here theory and practical lot of difference is there, under which head we will mention in this bid form ?

Ans: All such cost should be included in the quote in a separate head.

Qtn: Up to installation and trial run we will make fabrication or your scientist or other people will come and give modification and suggestion frequently?

Ans: Yes, periodic inspection and supervision will be offered by NIIST at various stages and upon the progress of the awarded work

Qtn: Epoxy paints which grade, color and how many coats?

Ans: 1st Grade Liquid epoxy paint, Light Green color (3 coats)

Qtn: Welding any special welding or ordinary Arc welding is enough?

Ans: Recommends Arc welding

Qtn : Which type of washing jet is required for this project?

Ans: Portable type water jet with water gun (car washing type water gun).

Qtn: Maintenance and service warranty for how much time?

Ans: One Year.

Qtn: Which quality of neoprene rubber for gas collection?

Ans: 1st Grade Neoprene biogas balloon (5000 litre capacity).

Qtn: Details of biogas balloon dealers?

(a) Biogen Bioflame , Trivandrum, Phone:9249124414, 9895027772 (b) Near Road No.5, Mewar Industrial Area, Madri, Udaipur (Raj.) -313003

Email: siya1234@gmail.com, seca1234@gmail.com Phone: +91-294-2491903, 9414156154, 9414926153

Qtn: Mode of payment and its details?

Ans: 50 % payment after fabrication and installation stage and 50 % payment at commissioning stage.

(NB : There is an alteration in the specification page)

Previous Specification

Concrete platform with foundation for the Reactor and tanks: Providing and laying foundation for placing the anaerobic reactor having a footprint of 5 feet diameter including excavation of earth for foundation, placing concrete of 150 mm thick, and RCC pedestal for fixing 3 nos of U clamp having 75 mm x 75mm x 75mm with necessary reinforcement using M20 CC.

The above specification is changed to the following New Specification

Concrete platform with foundation for the Reactor and tanks: Providing and laying foundation for placing the anaerobic reactor having a footprint of 5 feet diameter including excavation of earth for foundation, placing concrete of 150 mm thick, and RCC pedestal for fixing 3 nos of C - channel having 100mm x 50mm with

necessary reinforcement using M20 CC.

The tender specification stands amended to the extent as given above.

The questions have been reproduced verbatim and the institute is not responsible for the english reproduced.

Stores & Purchase Officer